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September 4, 2001
WHY WRITE?
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Effective writing is more important than ever in today's world. While many types of business transactions involve oral communication via telephone, teleconferencing, and dictation, other types of communication require quality writing skills. Consider the necessity of good writing in e-mail, memos, reports, correspondence, advertisements, brochures, newsletters, research, and publications.
As you think about the quality of your writing in a host of contexts, from personal to professional, consider your skills in the following areas:
1. Appropriate structure and format.
Are you using the correct form or structure?
Are your sentences complete and accurate?
Have you adequately developed your paragraphs around topic sentences?
2. Focus or theme.
Do your readers understand the focus or purpose of the document?
Is there a central or main idea running through the writing?
Do readers know what they are expected to do with information in the message?
3. Developmental support and evidence.
Have you provided enough explanation?
Should you include examples or supporting evidence?
Is there adequate detail to project strong, vivid images?
4. Accurate grammar, punctuation, and spelling.
Have you checked for subject-verb agreement?
Are you using commas, semi-colons, and other punctuation correctly?
Did you use a dictionary or spell checking device to look up the spelling of words you're unsure of?
5. Clearly stated ideas with a view to reader needs for information.
Have you taken your reader's perspective into account when preparing the document?
Did you anticipate and answer questions or concerns the reader may have?
6. Logical expression.
Do your statements make sense?
Have you considered alternative viewpoints, if warranted?
Do you provide suggestions or strategies to help readers carry out expectations outlined in the message?
Lacking any of the above, your writing may not convey its purpose. Take time to evaluate your writing style. Then take corrective steps to improve areas which may be weak by enrolling in an appropriate class or workshop, or purchasing a good grammar handbook.
Remember that the pen is mightier than the sword! Use yours to change the world around you.
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CHECK OUT OUR "SEARCHABLE" INDEX
Subscribers to GrammarCheck can now search past issues of GrammarCheck for topics of interest at the following web site address:
http://www.grammarcheck.com/archives
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SPELLING OR WRITING TIP
Know the difference between cardinal and ordinal numbers:
Cardinal numbers indicate an amount, such as "ten" chairs or "one-third" of the students.
Ordinal numbers demonstrate sequence or order, as in "first" place or "second" in line.
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WORD OF THE WEEK:
UNDO (un doo') verb: to reverse, erase, or cancel.
I programmed my computer to undo that command.
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YOUR GRAMMAR AND WRITING QUESTIONS
QUESTION: Recently the school library was moved from one building to another. On a small table near the door was this note:
"Do not remove this table."
Since the move was completed, I commented the note should read thus:
"Do not move this table."
I was told "remove" was the correct word to use. Which word is correct?
GRAMMARCHECK: Either word is suitable, if the intent is that the table should remain where it is. "Move" means to change in position from one point to another, while "remove" means to move from an occupied position.
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QUESTION: I'm not sure if the word "meeting" is a noun in the following sentence:
"The board meeting lasted longer than we had anticipated."
I'm confused about the words "board" and "meeting" in this sentence. Which is the noun?
GRAMMARCHECK: In the above, "board" is an adjective describing the type of meeting, while "meeting" is the noun of the sentence.
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QUESTION: My boss dictated this sentence:
We have requested, but not yet have received, the Master Agreement.
Shouldn't it be this:
We have requested, but have not yet received, the Master Agreement.
GRAMMARCHECK: Your second example is correct. To make it simpler, however, you could rewrite it this way:
We have requested the Master Agreement, but not yet received it.
-or-
We have not received the requested Master Agreement.
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QUESTION: When referring to a season (spring, summer, winter, fall) within a sentence, should it be capitalized, i.e., the spring of 1999?
GRAMMARCHECK: You need not capitalize the name of a season unless it is part of a proper title:
She graduated in spring of 2001.
The Fall 2001 Schedule of Classes has been mailed to prospective students.
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QUESTION: In India, they use "co-brother" to mean one's wife's sister's husband. Is it okay to use it in standard English?
GRAMMARCHECK: You can use it if you wish, but it is likely native English speakers will require an explanation. In the U.S., the term "brother-in-law" is used to mean not only a spouse's brother but a sister's husband.
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Check out TidyDesk!
TidyDesk is for people at work, helping them with daily tasks while in the office. TidyDesk features tools, advice, and information, including the Green Office, Etiquette, and Health at Work Handbooks. This month, members have a chance to go in the draw for a copy of the OXFORD DICTIONARY OF BUSINESS ENGLISH. This coincides with the August feature ENGLISH LANGUAGE as part of TidyDesk's status as an Official Partner with the European Union's "Year of the Languages" program. Try your hand at grammar quizzes and solve work-related problems by following this link:
www.TidyDesk.com
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